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Work Plan <br />Acquisition Services: <br />1. Establish and maintain a complete and current record file for each ownership in a form <br />acceptable to the City. <br />2. Maintain a diary report of all contacts made with property owners or his/her <br />representative and a summary of the status of negotiations indicating attitude of owners, <br />problem areas, and other pertinent information. Originals or copies of all applicable <br />written correspondence will be maintained in files. <br />3. Prepare and assemble acquisition contracts, deeds and related acquisition documents <br />required for the acquisition of necessary property interests. Said acquisition documents <br />shall be in a form acceptable to the City. A written reconciliation of the title matters <br />affecting the acquisition shall be prepared for each property. All documents shall be <br />submitted to a designated City representative for review and approval prior to <br />presentation to the property owner. <br />4. Analyze litigation guaranties, approved appraisal reports, legal descriptions and other <br />documents furnished by the City, and/or prepared by OPC as provided above, in <br />sufficient detail to negotiate with property owners and other parties to acquire interests in <br />real property required by the City. Unless otherwise authorized by the City, negotiations <br />shall include personal presentation to the property owner of the written Offer to Purchase <br />and related/required documents, the Appraisal Summary, along with an explanation of <br />the project and acquisition process. <br />5. Follow-up and negotiate with each property owner, as necessary, and submit required <br />justifications in writing to the City for review and approval prior to presentation of any <br />settlement offer to the property owner. Generally, give owner approximately 30 days to <br />consider initial offer before negotiations can be considered "critical". <br />6. Recommend "impasse letter" be sent by City staff for any parcel where, after diligent <br />attempts to settle by negotiation, it appears eminent domain will be needed or prudent to <br />acquire the needed interest. City will send final letter based on information and <br />circumstances to be provided by OPC. <br />7. Within 14 calendar days of execution of documents by property owners, transmit to the <br />City, for City Council approval and acceptance, acquisition documents executed by <br />owners and other parties in interest. Each transmittal package shall include: <br />a) Fully executed and properly notarized Deed(s), <br />b) Fully executed acquisition contract (Acquisition Contract) with attachments, in <br />triplicate, and <br />c) A completed settlement memorandum, which summarizes, explains, and justifies, <br />as applicable, the pertinent data relative to the transaction. <br />8. Prepare a written, twice-monthly status report based on the agreed-upon guidelines on <br />information to be provided. Confer weekly with City verbally on general status, problem <br />areas, and progress. <br />Page 8